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Approving an Expense Report


When an expense report is submitted for approval, the approver receives an email alerting them that an expense report is awaiting their approval. This article shows you how, as a Manager, to approve expense reports.

Step 1: On your account homepage, select My Approval Requests

Step 2: On the next page, you will see all of the expense reports awaiting your approval. To view a specific expense report, select the Employee name or the view (document) icon under the View column to open the expense report in a new browser window.  

Step 3: On the next page, you will see options for different detail views. Click the view icon to expand or collapse the expense details.

To view a receipt in an expense line, click the view (document) icon under the Receipt column. A red exclamation mark under the Receipt column indicates that there is no receipt image attached to the expense line. A green checkmark in the Receipt column indicates that there is no receipt image attached to the expense line, however, no receipt is required for this expense according to your company’s policies. 

To view vendor and location details, click the arrow (>) under the Details column. A red exclamation mark under the Details column indicates that the expense may be out of company policy.

Step 4: If you have a question about an expense line, or about the expense report, there are several actions available under the Other Actions menu. To access this menu, click the arrow (>) under the Approval column and select the item name. 

Step 5: To approve the entire expense report, select Approve All next to Expenses. To approve specific expense lines, click the green checkmark under the Approval column for that expense line. After approving, select Submit for Reimbursement to send the expense report to the next approver. 

Step 6: By clicking Submit for Reimbursement, an email preview will be displayed. Enter text in the Enter your comments field as needed for the next approver. Click Submit to complete the approval process.



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  • Avatar
    Gary Herrmann

    Why do I have to submit for reimbursement after I approve. Shouldn't this be automatic?

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    Kaley O'Hara

    Hello Gary,
    During the approval process you are able to ask questions on expense lines and receive responses from users, add notes to expense lines, disapprove or approve expense lines, and more. The Submit for Reimbursement button provides a final step to the fluid process of approving an expense report.
    -Certify Support

  • Avatar

    I received an e-mail saying expense reports are waiting for my approval, but when I went in, they are marked approved (which I had already done previously).

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    Candice Camfferman

    Hello Heidi,
    Once a report has been approved the next step is to Submit for Reimbursement. I will follow up via email with more information.
    -Certify Support

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    Hello I have an employee that is not able to submit her expense report an error message is coming up can you help me out? "The other field may not be filled out unless the other category is selected" Thanks Linda Kinyon

  • Avatar
    Andrew McFarland

    Hello Linda,

    This sounds like a company specific setting causing an issue. I'll reach out via email to assist further.
    -Certify Support